Administrative Assistant

Under the guidance of the Worship Team and the Personnel Team, and under the authority of the Session, the Administrative Assistant handles the normal daily operation of the church office as set out below regarding accountability and various duties as defined in the job description.

• The Administrative Assistant is responsible to the pastor on a day-to-day basis for priorities and any changes in hours of work for task-related or personal reasons, and for notice of any absence due to illness or personal emergency. (During Trinity’s interim period, the Administrative Assistant is responsible to the worship coordinator and Music Director.)
• The position is under the guidance of the Personnel Team, a subcommittee of the Session, and the Personnel Team handles evaluations, grievances and complaints related to the position.

Duties

The Administrative Assistant will fulfill the following duties: the list may be altered from time to time by the Personnel Team in consultation with the pastor and the Session.

Church Office Management

• Manage church correspondence, including post, telephone, emails, and inquiries through website: direct all matters promptly to the appropriate person, committee/team, or group.
• Greet and provide direction for any visitors to the Edmonds location.
• Financial tasks: receive and process requests for payment; liaise with Controller regarding invoices and payments received
• Create and maintain a filing system in hard copy and digital that is intuitive and easy to maintain.
• Maintain an address and email list of all congregation members, tracking privacy concerns regarding any publication of information and coordinate with Roll Clerk
• As notified by Session and/or teams, maintain contact list for all chairs of church teams and committees.
• As notified by Hospitality Team, maintain record of weekly church attendance.
• As reported by the pastor and the Clerk of Session, maintain record of Criminal Records checks and Leading with Care attendance.
• Maintain secure record of passwords and alarm codes.
• Type, file and post/distribute minutes or documents as requested by the pastor or the Clerk of Session.
• Produce the Annual Report under the direction of the pastor, Clerk of Session, and Treasurer.
• Keep track of office supplies and order as needed.

Communications

• With input from the pastor, produce and post the following items (congregational email, and website when appropriate):
  • Worship bulletins and weekly announcements
  • Sermons (hard copy / email for distribution, posting on website)
  • Send out weekly recording of worship service to church emails list.
• With input from the pastor, create PowerPoint for weekly service.
• Maintain and update calendar for church for all locations – [including on website when appropriate]
• [When appropriate update the website weekly – especially calendar, posting any blogs, updates on content.]
• Prepare and distribute/post any congregational publications, pamphlets and flyers as directed.

Facilities and Rentals

• In consultation with the Facilities Team, establish and maintain all regular maintenance schedules (furnace, fire alarms, pest control and photocopy servicing) for all church locations.
• In consultation with the Facilities Team, keep an accurate keys distribution list for all locations, and help in key management.
• In consultation with the Facilities Team, handle correspondence from renters, including forwarding requests for use of facilities to Facilities Team.
• In consultation with the Facilities Team, maintain accurate schedule of profit and non-profit rentals for all locations.